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s cots Cabarrus County ~~ Electronic Records System Policy County Tax Administration .~` Purpose: Records are considered the property of Cabarrus County Government and maintained for the ' administration of operations and services. This policy reflects the guidelines set forth in the North Carolina Department of Cultural Resources publication, North Carolina guidelines for Managing Public records Produced by Information Technology Systems. Established guidelines increases the reliability ' and accuracy of records stored in information technology systems, ensures they remain accessible, and enhances their admissibility and acceptance by the judicial system as being trustworthy. Privileged or confidential information is also protected by these guidelines. The policy will be re-evaluated periodically and updated as needed. ' Destruction of Records: Cabarrus County will seek the approval of the North Carolina Department of Cultural Resources, Division of Historical Resources, for the destruction of paper records that have been scanned in accordance with this policy. Approval will be requested and recorded on the "Request for Disposal of Original Records Duplicated by Electronic Means" form. Anew form will be submitted each time a new series of records is scanned. Destruction of the original paper record will occur only after imaging and quality control assurance procedures have been completed, necessary corrections have been made, auditing procedures conducted, and the destruction is approved. The paper originals of records series scheduled as "permanent" in the County Management Schedule will not be destroyed unless a microfilm preservation duplicate is created prior to destruction. The original paper record will be shredded on Cabarrus County Government premises either by department staff or by a third party certified vendor. Security backups of all imaged documents will be generated nightly and maintained off site. A listing of all records imaged will be kept along with a listing of the dates of destruction. Cabarrus County Information Technology Department will maintain optical disks containing scanned records for the specified retention periods according to the County Management Schedule published by the North Carolina Department of Cultural Resources, Division of Historical Resources. One set of optical disks will be considered the Cabarrus County's official record. Any hard copy generated from the official record will be considered a reference or working copy. Training: Key imaging operators have received training in the use of equipment. Cabarrus County staff assigned to imaging will be trained in the correct procedures for imaging, viewing imaged documents, and reproducing imaged documents. Audits: Managerial staff for the county departments whose records are maintained according to the County Tax Administration schedule will periodically audit imaged records for accuracy, readability, and reproduction capabilities. Original paper records will not be destroyed until a sampling of those records have been audited for system's accuracy. A written audit report will be prepared indicating the sampling of records produced and what remedial procedures were followed if the expected level of accuracy was not achieved. Audit Trails: Documentation of all imaging activities is maintained by Cabarrus County Information ' Technology Department through audit trails built into the imaging system to protect the department from potential fraud or any other unauthorized acts, as well as authenticity of the records. Audit trail includes: , Applications: Create/Delete/Modify Index: Create, Delete, Modify Pages: Add, Delete, View/Print/Export/Mail , Batches: Create, Delete, Batch import/scan, Batch Index Item# 6 Attachment number 3 F-4 Page 92 of 468 '